Phone Screen Script for Recruiters: Free Template and Questions

What is the goal of a recruiter phone screen?

A phone screen answers two questions: can this person do the must haves, and is there anything that would stop them taking the job? Everything in the script serves one of those. It is not a full interview, so do not try to test every skill or dig into every past role.

The call is also your first chance to sell. A candidate who leaves the call knowing why the role exists, who they would work for and what happens next is far more likely to show up for the interview and to accept an offer. If you cannot explain the role in two sentences, go back to the intake notes before you dial.

Treat the script as a checklist rather than a speech. Read the opening and the logistics questions as written, because those are the parts that protect you and the candidate. Let the background section run more like a conversation, as long as you get one real example for each must have before you hang up.

How long should a phone screen take?

Plan for 20 to 30 minutes. Fifteen minutes is enough for high volume roles where you are mainly checking logistics. Senior or technical roles can run longer, but if you regularly pass 40 minutes you are probably running an interview the hiring manager should run.

Tell the candidate how long the call will take at the start and stick to it. Running over makes a process feel disorganized. If the call is going well and you need more time, book a second call rather than keeping them on the line.

How do you ask about pay without asking about salary history?

Share the range for the role, then ask whether it fits what the candidate is looking for. This tells you what you need to know without asking about current or past pay. New York State, for example, bars employers from asking applicants about salary history, and similar rules exist in other states and cities. Rules vary by location and change, so check what applies where you and the candidate are. This is not legal advice.

If the candidate names a number above the range, ask what is driving it and whether other parts of the package matter to them. Write the exact figure in your notes and raise any gap with the hiring manager before the interview, not after the final round.

What should you avoid asking in a phone screen?

Keep every question tied to the job. The EEOC says pre hire questions should generally be limited to what you need to decide whether someone is qualified, and that employers may not ask about disability before an offer. Small talk is where most recruiters slip.

Questions such as “Where is that accent from?”, “Do you have kids?” or “When did you graduate?” can reveal protected traits even when you mean them kindly. Asking whether someone is authorized to work in the country and whether they will need sponsorship is a standard, job related question. If a candidate volunteers personal information, do not write it down and steer back to the role.

If a candidate asks to move the call or needs a different format, such as a video call with captions, say yes and rebook quickly. Starting the process with flexibility makes candidates more likely to stay with you to the end.

What do you do after the phone screen?

Write up your notes straight away while they are fresh, and act on them the same day.

1. Complete the screen notes and the recruiter scorecard in your ATS.
2. Send strong candidates to the hiring manager with a three line summary: fit against must haves, motivation, and pay and timing.
3. Book the next interview, or send a short, kind rejection within two working days.
4. Do what you promised on the call, on the day you promised it.